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Event Staff
Q: What staff will be needed to carry out and certify this event?
A: Each registered school/site will need the following staff for the "Break a World Reading Record with Charlotte’s Web" Event:
- Event Organizer
- Registration Witnesses (one (1) for every fifteen to twenty (15–20) students)
- Independent Witness (two (2) independent witnesses for each institution)
- Lead Reader
- Photographer(s)
- Videographer(s) (optional)
- Publicists (optional)
Q: Who can be an Event Organizer?
A: A staff member of the school/site can serve as the organizer for the event. This person is responsible for overseeing the event and carrying out the guidelines required by Guinness World Records™ for certification. This person cannot serve in any other capacity. In other words, the organizer cannot serve as a Witness or the Lead Reader. The Event Organizer is responsible for the following: - Registering the school/site
- Securing the required event staff and briefing them on their duties and responsibilities necessary to carry out the record attempt and its certification
- Updating their online password-protected account as needed
- Downloading the required documents for event staff and participants to sign on the day of the event
- Compiling the certification package with all of the required record attempt supporting materials, including:
- sign-in sheets
- witness statements
- pictures
- video footage
- media coverage
- signed agreement
Q: How many witnesses are required?
A: On the day of your record attempt, there must be at least one Registration Witness as described below for every fifteen to twenty (15–20) participants involved, to ensure that everyone is participating in accordance with Guinness World Records™ guidelines. The current guideline of fifteen to twenty (15–20) participants is based on how many people can be monitored by an individual at one time. In addition to these witnesses, you will also need two (2) "Independent" Witnesses for each school/site. These "independent" witnesses as defined below cannot have a vested interest in the successful outcome of the attempt. So, if you have twenty (20) students reading together, you will need one (1) witness in that room, plus two (2) independent witnesses. If you have one hundred (100) students reading together, you will need five (5) witnesses in that room, plus two (2) independent witnesses, and so forth.
Q: Who qualifies to be a Registration Witness?
A: The following people can be considered as Registration Witnesses:
- Principals
- Teachers
- Assistant/Vice Principals
- District Administrators
- School Board Members
- Superintendents
- Assistant Superintendents
- Department of Education Commissioners and Chancellors
- Department of Education Employees
- Paraprofessionals, including teachers’ assistants and aides, Cafeteria/Custodial Staff, School Administrators, Guidance Counselors and Reading Coaches
Q: Who qualifies as an Independent Witness?
A: The following people can be considered as Independent Witnesses:
- Local, state and federal elected officials
- Appointed local, state and federal officials
- Members of law enforcement or emergency response teams, including school resource officers, police officers, paramedics, firefighters, etc.
- Judges
- Doctors
- Newspaper editors
- TV personalities/celebrities
- Business leaders
School board members, parents, superintendents, department of education employees, education commissioners or chancellors are NOT eligible to be Independent Witnesses.
Q: What is the Independent Witness Statement?
A: The Independent Witness Statement is a statement that confirms (with detail where necessary) that you abided by the guidelines. Each statement must make clear exactly when the particular witness was "on duty" (i.e.: 12 noon EST on 12/13/06). Witness statements may not take the form of pre-printed statements that are simply signed by the witness. Each statement must be compiled by the individual witness (on headed notepaper/letterhead where possible) and include the witness’ signature and full contact information (including name, address, telephone number and/or e-mail address). Sample text for the Independent Witness Statement is available as a pdf.
Q: Can PTA or PTO members serve as witnesses?
A: No, parents are not able to serve as witnesses. They can, however, serve as Lead readers, Photographers or Videographers.
Q: Does each classroom/location within the school need two independent witnesses in addition to the witness for every 15–20 students?
A: Regardless of whether you have your participants divided up among their classrooms, media center, gymnasium, cafeteria or other location, you are only required to have two independent witnesses for the site, not at each location within the facility. The two independent witnesses are certifying that the record attempt was carried out in accordance to rules and guidelines. This does not eliminate the fact that you are still required to have one regular witness for every 15–20 students who oversees the sign-in sheets and handing out of the reading passage.
Q: Can retired individuals of the professions that are listed above still qualify to serve as Independent Witnesses?
A: Yes, a retired individual qualifies as an Independent Witness as long as his/her profession is one from the above list.
Q: What are the duties and responsibilities of the witnesses?
A: The witness’ role is to ensure that everyone is participating in accordance with the guidelines. The respective witness statement from each witness shall confirm the exact number of students at that site.
Q: Who can be a Photographer?
A: Photographs/pictures do NOT have to be done by a professional. We recommend that you ask parents or other staff members to take pictures. Photographs may be submitted in the following formats: - CD-ROM (taken at 300 dpi in a 15 cm x 15 cm size)
- DVD (taken at 300 dpi in a 15 cm x 15 cm size)
- Traditional Photographic Print (Printouts of digital images are only acceptable if the photograph is also provided in digital format)
Q: How many photos should I submit?
A: There is no set number of photographs to submit. Try to include a wide variety of shots of the participants during the event from various angles, as well as at different stages of the event.
Q: What information should I include with any photographs I submit?
A: Where possible, tell us who the person is in the picture. The record claim number (175823) and participant’s location should be listed on each picture as well.
Q: Who can be a Videographer?
A: Video footage is not required and does NOT have to be done by a professional. We recommend that you use parents or the other staff.
You do not need to have a professional video camera. Try to include a wide variety of shots of the participants at the location during the event. This might include shots taken from various angles and positions, and at different stages of the record attempt.
Video footage of the record attempt should be in one of the following formats:
- VHS (PAL or NTSC)
- DVD
- CD-ROM
- DV
- Mini DV
Q: Do I need a photo or video release?
A: Yes. Please be sure to print a copy of the Agreement Regarding Supporting Materials—a six (6) page agreement supplied by Guinness World Records™. This MUST be signed and returned with your certification package and supporting materials.
Q: Who can be a Lead Reader?
A: The Lead Reader can be any staff person, PTA/PTO member, volunteer or dignitary.
Q: What are the duties and responsibilities of the Lead Reader?
A: The Lead Reader is the person responsible for leading the synchronized read-aloud with the participants at his/her respective site. They are to read the approved reading passage scheduled for 12 noon EST and in accordance with the official time clock, which can be accessed at www.walden.com.
Q: What are the duties of the Publicist?
A: The Publicist works with the Event Organizer to help build excitement within the school or organization to encourage participation in the event. The Publicist also works with local newspapers and radio and television stations to promote the event to the local community.
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